Policies and Procedures

MY CREDENTIALS

Robbie Watterson holds a bachelors in Exercise Science from East Tennessee State University as well as a Masters in Public Health (M
PH) from East Tennessee State University. He holds a second Masters degree in Arts (MA) concentration in wilderness therapy from Naropa University 2022. He is a licensed professional counselor candidate (LPCC) and is currently under supervision for the next two years. 

APPOINTMENTS 

 

Please schedule a free 15-minute consultation with me prior to booking your first appointment to see if we are a good fit for each other. Appointments are made through Simple Practice Electronic Health Records (EHR) and the link to sign up can be found under the appointments tab. You have the option of booking your first session from the website but you will book future sessions in the EHR.  Each individual appointment is 50-minutes unless longer sessions are requested. Each couples session is 90-minutes unless longer sessions are requested. For nature-based appointments, sessions are recommended to be 90 or 120 minutes to get the most out of your experience but you have the option of choosing the length of time that works best for you. All extended times together must be requested ahead of time with your therapist. 

SERVICES 

Please request the service that works best for you. I currently offer tele-health or virtual therapy through SimplePractice, doxy.me, or VSee HIPAA compliant platforms. I also offer phone, email and in-person nature-based therapy. Please make sure you have privacy during your at home sessions by finding a secure location. Please test the video platform prior to our session to ensure everything works correctly. In addition, please make sure your WIFI signal and/or cell signal is strong enough to support your session. Distractions will make it difficult to stay focused and process through your challenges. Please arrange a sitter for your children during our session if possible. If that isn't an option please discuss further with your therapist. 

For nature-based sessions, there may be people around during our hikes and/or distractions. You have the option of letting your therapist know if you need something more private. I will avoid conversation with people I know on the trail to protect your safety and confidentiality. Therapy may include walk & talk, walk and sit, and sitting in a private spot in nature during the entire session. You may choose how you want things arranged and will have the option after each session to make any changes for future ongoing sessions. Please bring the proper gear for hiking including supportive shoes or boots, rain and/or cold gear, toiletries, chair if wanting to rest, sunscreen, water, and snacks.  If unsure about things you might need please discuss with your therapist. Any handicapped or people with disabilities will be accommodated and may include meeting at a trail head/nature spot or requesting your therapist to come to you. 

FEES AND INSURANCE

I am currently not accepting insurance at this time, however, I am more than happy print a Superbill off for you monthly so you can submit to your insurance. Please note submitting a Superbill to your insurance company will not guarantee coverage. Please call your insurance company prior to our first session to see what they need for billing. 

Individual private pay sessions start at $125. Couples private pay sessions start at $200. Clients have the option of adding on additional 30 minutes to their sessions for a fee of $50 per 30 minutes. Nature-based sessions follow the regular fee structure, however it is recommended that clients have 90-120 minutes to get the full experience and not feel rushed outdoors. 

PAYMENTS

All payments are made electronically unless prior arrangements are made with your therapist. Payment information will need to be provided prior to your first session. Payments will be automatically deducted following our session together unless you purchase a therapy package and pay up front. It is the responsibility to contact your therapist if you need to edit or change your payment information. If a card declines please edit as soon as possible and contact your therapist. If credit cards repeatedly declines, please contact me to make other arrangements. Payments accepted include Zelle, Paypal, Venmo, and all major credit cards. Cash and Check are not accepted unless prior arrangements are made. Simple practice EMR uses Stripe which accepts all major credit cards. Invoices will be automatically sent to the email address you have on file. Charges will show up on your credit card or bank statement as RITUALS MENTAL HEALTH. 

CANCELLATIONS

 

All cancellations must be made within 48-hours notice in order to not be charged. All cancellations must go through email by emailing Robbie@ritualsmentalhealth.com. Please note that keeping your appointment is recommended to ensure your session is secured that week. Depending on Robbie's schedule, he may not be able to get you in until the following 1-2 weeks. If you are feeling off one day, please bring it to session, all of you is welcome. I do understand sickness is inevitable at times, please give me a notice if you are symptomatic and/or feel rest is needed. 

 

REACHING YOUR THERAPIST

If you need to contact Robbie between sessions, please email first at Robbie@ritualsmentalhealth.com. For more immediate need please leave a message on his voice mail (720) 805-4639. I am often not immediately available; however, I will attempt to return your call within 24 hours. Please note in the event that you are out of town, sick or need additional support, phone sessions are available for convenience. We also provide email access as needed with again responses within 24 hours.

If a true emergency situation arises, please call 911 or go to local emergency room. You may also call Crisis Services at 1-844-493-8255.

 

CONFIDENTIALITY 

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully. The Health Insurance Portability & Accountability Act of 1996 (HIPAA) is a federal program that requires that all medical records and other individually identifiable health information used or disclosed by us in any form, whether electronically, on paper, or orally, are kept properly confidential. This act gives you, the client, significant new rights to understand and control how your health information is used. HIPAA provides penalties for covered entities that misuse personal health information. As required by HIPAA, we have prepared this explanation of how we are required to maintain the privacy of your health information and how we may use and disclose your health information.We may use and disclose your medical records only for each of the following purposes:

treatment, payment, supervision and health care operations.Treatment means providing, coordinating, or managing health care and related services by one or more health care providers. An example of this would include a psychiatrist. Payment means such activities as obtaining reimbursement for services, confirming coverage, billing or collection activities, and utilization review. An example of this would

be sending a bill for your visit to your insurance company for payment. Health care operations include the business aspects of running this practice, such as  conducting quality assessment and improvement activities, auditing functions, cost-management analysis, and customer services. An example would be an internal quality assessment review. Supervision includes sharing details of the appointment with a professional counseling supervisor or supervision group. An example would include discussing with supervisor the best course of treatment to ensure your success in improvement in therapy. We may also create and distribute de-identified health information by removing all references to individually identifiable information. We may contact you to provide appointment reminders or information about treatment alternatives or other health-related benefits and services that may be of interest to you. SimplePractice EHR is a secure HIPAA compliant system to ensure the safety of your information. Telehealth therapy services used are protected using a HIPAA compliant 

platform such as SimplePractice tele-health, doxy.me, or VSee. 

SOCIAL MEDIA COMMUNICATION

 

Due to the importance of your confidentiality and the importance of minimizing dual relationships, I do not accept friend or contact requests from current or former clients on any social networking site (Facebook, Instagram, LinkedIn, etc). I believe that adding clients as friends or contacts on these sites can compromise your confidentiality and our respective privacy. It may also blur the boundaries of our therapeutic relationship. If you have questions about this, please bring them up when we meet and we can talk more about it.

 

ELECTRONIC HEALTH RECORDS AND COMMUNICATION

I utilize SimplePractice a HIPAA compliant Electronic Medical Record, which gives you access to the client portal. Through this system you can send secure messages and access Tele-health services. If you prefer to communicate via email for issues regarding scheduling or cancellations, we will do so. While we may try to return messages in a timely manner, we cannot guarantee immediate response and request that you do not use these methods of communication to discuss therapeutic content and/or request assistance for emergencies.

Services by electronic means, including but not limited to telephone communication, the Internet, facsimile machines, and e-mail is considered telemedicine by the State of New York. If you and your therapist chose to use information technology for some or all of your treatment, you need to understand that:

(1) You retain the option to withhold or withdraw consent at any time without affecting the right to future care or treatment or risking the loss or withdrawal of any program benefits to which you would otherwise be entitled.

(2) All existing confidentiality protections are equally applicable.

(3) Your access to all medical information transmitted during a telemedicine consultation is guaranteed, and copies of this information are available for a reasonable fee.

(4) Dissemination of any of your identifiable images or information from the telemedicine interaction to researchers or other entities shall not occur without your consent.

(5) There are potential risks, consequences, and benefits of telemedicine. Potential benefits include, but are not limited to improved communication capabilities, providing convenient access to up-to-date information, consultations, support, reduced costs, improved quality, change in the conditions of practice, improved access to therapy, better continuity of care, and reduction of lost work time and travel costs. Effective therapy is often facilitated when the therapist gathers within a session or a series of sessions, a multitude of observations, information, and experiences about the client. Therapists may make clinical assessments, diagnosis, and interventions based not only on direct verbal or auditory communications, written reports, and third person consultations, but also from direct visual and olfactory observations, information, and experiences. When using information technology in therapy services, potential risks include, but are not limited to the therapist’s inability to make visual and olfactory observations of clinically or therapeutically potentially relevant issues such as: your physical condition including deformities, apparent height and weight, body type, attractiveness relative to social and cultural norms or standards, gait and motor coordination, posture, work speed, any noteworthy mannerism or gestures, physical or medical conditions including bruises or injuries, basic grooming and hygiene including appropriateness of dress, eye contact (including any changes in the previously listed issues), sex, chronological and apparent age, ethnicity, facial and body language, and congruence of language and facial or bodily expression. Potential consequences thus include the therapist not being aware of what he or she would consider important information, that you may not recognize as significant to present verbally the therapist.

 

MINORS

If you are a minor, your parents may be legally entitled to some information about your therapy. We will discuss with you and your parents what information is appropriate for them to receive and which issues are more appropriately kept confidential.

 

ENDING THE THERAPEUTIC RELATIONSHIP

Ending relationships can be difficult. Therefore, it is important to have a termination process in order to achieve some closure. The appropriate length of the termination depends on the length and intensity of the treatment. We may terminate treatment after appropriate discussion with you and a termination process if we determine that the psychotherapy is not being effectively used or if you are in default on payment. We will not terminate the therapeutic relationship without first discussing and exploring the reasons and purpose of terminating. If therapy is terminated for any reason or you request another therapist, we will provide you with a list of qualified psychotherapists to treat you. You may also choose someone on your own or from another referral source. Should you fail to schedule an appointment for three consecutive weeks, unless other arrangements have been made in advance, for legal and ethical reasons, we must consider the professional relationship discontinued.